Executive Assistant
SUMMARY:
The Executive Assistant works with general guidance and assumes responsibility for a definable portion of projects, administrative work and/or process primarily supporting the President & COO, and as needed, other executives of the company.
ESSENTIAL DUTIES AND RESPONSIBILITIES (include, but are not limited to):
- Provides complex, diverse and confidential administrative duties for sales directors and provides support to the department as available
- Makes administrative decisions, handles correspondence, makes appointments and serves as a liaison internally to the team and externally to visitors, as required
- Maintains calendars, schedules meetings, sends Outlook calendar appointments, reserves conference rooms, and coordinates logistics for meetings, including audio/visual needs, presentations, and food and beverage catering
- Handles business, company, and personnel details of a highly confidential and sensitive nature
- Collects and prepares information for use in discussions and meetings with staff and outside individuals as well as department team
- Coordinates, creates, edits and assembles slides for presentations and assists with collecting and effectively presenting executive-level information
- Arranges company, department and group meetings (e.g., weekly Leadership Team meetings, staff meetings, periodic off-sites) ensuring all necessary information is available for discussion; helps track department level projects, activities and results
- Coordinates domestic and/or travel arrangements
- Compiles expense receipts, and completes and submits reports for expense reimbursements and credit card charge processing/validation to the accounting department
- Orders and coordinates lunches for team meetings. Anticipates needs of executives and proactively plans, implements, and executes daily tasks
- Performs all other related job duties as assigned or requested by executives of the company
QUALIFICATIONS:
- Must be able to perform under pressure in a high paced environment
- Requires experience in working with senior level executives within and outside the company, as well as experience with customers, vendors, and other visitors
- Requires experience with calendar management, project meeting and event planning and execution, preparation of executive level presentations, travel and expense report administration
- Strong written and verbal communication skills
- Exercises discretion and judgment regarding highly confidential internal and external communications and materials
- Prior experience in a biotech/life science, pharmaceutical or related industry preferred
- Highly proficient computer skills, including Microsoft Office programs and an expert in PowerPoint
- Adaptability to changing needs and situations
- Extreme attention to detail/accuracy and ability to work independently on a broad variety of projects
- Excellent interpersonal and organizational abilities
- Anticipate, identify, and resolve problems in a timely manner
- Research, analyze, summarize, and report information in an effective manner
- Demonstrate professional demeanor
EDUCATION and/or EXPERIENCE:
- Minimum of 6 years of administrative experience supporting officers and/or executives of a company